Monroe #1 BOCES



Monroe #1 BOCES

Time and Attendance



Table of Contents

• Using the Time Clock . . . 3

• Creating an account on WinCapWeb . . . . 4

• Accessing your Work Email (OWA) . . . . . 5

• Getting to WinCapWeb . . . . . 7

• Viewing & Editing your Timecard . . . . . 9

• Using the Web clock (if you have access) . . 10

• WinCapWeb: Employee Self Service (ESS). . .11

USING THE TIME CLOCK

ENROLLING AT THE CLOCK

-Two fingers will be scanned: a primary that will always be your first choice when punching and a secondary “backup”

-You will be told your Employee Number, which is needed to use the clock

-We will do a test punch

-Once enrolled, start using the clock on a regular basis

USING THE CLOCK

-Punch In: Press the IN button, enter your employee number, press OK, place finger on scanner

-Punch Out: Press OUT button, enter your employee number, press OK, place finger on scanner

-Wait until you get the message “Clocked In” or “Clocked Out”

-If the punch doesn’t register, you’ll get the message “Transaction ID Refused”. Try your primary finger again. Then try your secondary finger. If you are still getting the message, write down the information on sheet by the clock.

TIPS: No hand lotion, warm finger if cold, place knuckle on ridge, do not roll the finger, apply moderate pressure

Current Clock Locations:

11 Linden Pk F Hall Foreman Ctr Creekside (2)

15 Linden Pk Bird Morgan (3) Red Awning Entrance (2)

Teal Awning Entrance (by HR/Payroll)

D Hall Foreman Ctr Deaf Ed-Building 5

IMPORTANT: You cannot use your cell phone for punching IN and OUT on WinCapWeb.

Creating an Account for WinCapWeb

1. Open the Invitation in your work email.

All first time users will receive an email from “WinCapWeb AutoAdmin” inviting them to create a user account.

This email contains a link to the WinCapWeb site. User must click on the link in the email and follow instructions.

2. Select a Security Question.

Once the user selects a question, they will receive another email with a link that sends them back to WinCapWeb.

3. Set up a Password.

Users need to choose a password with the requirements stated.

Login Screen

The first time logging into the web site the user will need to enter their full email address as their Username:

jane_doe@boces.monroe.edu

The next time (and all following times), they can just enter their name for their Username:

jane_doe

Resetting Passwords

If a user forgets their password, they may get locked out after several tries. If a user is locked out, they need to wait 10 minutes, go to the Login screen and follow these steps:

1. The user will enter their Username and click “Forgot Password?”

2. The user will have to enter their email address on the screen

3. The user will have to answer their Security Question

4. The user will then receive an email with a link to click on.

5. After clicking on the link, the user will be taken to the web site and

be asked to create a new password.

NOTE: If you have forgotten your Password AND your Security Question, you need to call a WinCapWeb Support at 383-6681.

Accessing your Work Email (to see your “Invitation” to the WinCapWeb)

Monroe #1 BOCES (OWA)Outlook Web App

There are two ways to access your work email.

Outlook Web App on the BOCES’ Computers

All regular BOCES employees (not substitutes) have email accounts and can open their email through what is called (OWA) Outlook Web App

The quickest way to get to your OWA account when you are on a BOCES computer is to click on the Internet Explorer icon.

[pic]

The BOCES Homepage should open. If it does not, type in monroe.edu. Click on Staff Zone on the blue menu bar. In the list that appears, click on OWA (Outlook Web App) Link:

[pic]

IMPORTANT: You will need to have logged into BOCES’ Active Directory and re-set that password before you get into OWA (Outlook Web App). Once you have done that, you can log into OWA and look for your WinCapWeb invitation. The new password that you setup for Active Directory is the same password needed for OWA.

If you need your password re-set (you forgot the new password you set up), please call the Help Desk at 383-2217.

Getting to the WinCapWeb Site

If you are on a BOCES computer, the easiest way to get to this website is to follow these steps:

1. Go to Monroe #1 BOCES website by typing in

monroe.edu or clicking on the Internet Explorer icon on your desktop (most default to the BOCES Homepage)

2. Click on Staff Zone on the top blue menu bar of the Home page and find the WinCapWEB (Link) at the bottom-click on it.

3.You will be taken to this screen where you can log in:

[pic]

You can bookmark this page for easier access:

[pic]

Viewing and Editing a Time Card

A time card is available for any employee using either the web clock on the WinCapWeb website or the bio metric clocks.

To view your time card:

1. Log into WinCapWeb with your User Name and Password

2. Go to the word “Timesheets” on the top purple tool bar and click on the word itself:

[pic]

3. On the menu on the left, click on Time Card.

4. Make sure you are on the “By Dates” tab to see the current week’s punches. The punches displaying in tan are the “raw” punches (or the actual times you punched).

REMEMBER: Keep in mind that not all the attendance information may be entered at the time you are viewing your time card.

Also, if you did not punch in one day or were unable to punch in, your time card will show an “Absence” for that day. Your supervisor will need to change that Absence to the start and end times you worked that day.

* * * * * * * * * * * * * * * * * * * * * * *

Adding Comments to the Time Card

Employees can add comments to any day on their time card.

To add a comment:

1. Go to your time card (as described above)

2. Find the date that you want to add a comment to and click on this symbol “>” at the end of the line.

3. Once you click on this symbol, an additional area will appear. You can select a comment from the drop down next to “Comment Type”, add text of your own or do a combination of both.

4. Once done, select the Update button [pic]at the top or bottom of the time card (either one will work).

Using the Web Clock

The option to use the web clock will be decided be the department head depending on your job duties.

To use the Web Clock:

1. Log into WinCapWeb with your User Name and Password.

2. Go to the word “Timesheets” on the top purple toolbar and click on “Web Clock” from the drop down.

[pic]

3. The following screen will appear:

[pic]

4. Click on ‘In Primary” to punch in and “Out” to punch out. You will receive a confirmation message that your punch is good. Click on the “Hours To Date” button to see your total hours for the week.

Instructions for Viewing

Employee Self Service Information

[pic]



Employee Self Service

When a user goes to the website, they will see this screen:

[pic]

The user will need to login on the left hand side.

Once logged in, the areas that the user has access to will appear on the top menu (purple).

Click on Employee Self Service and this screen appears:

[pic]

NOTE: Leave Requests and Print W-2s will appear on this list but BOCES is not using these options at this time.

Attendance Balances will show:

[pic]

Paychecks will show:

[pic]

To view the detail of the paycheck, click on the check date and the “Get Checks” button.

This screen will display:

[pic][pic]

When “Print as PDF” in the right hand corner is selected, the document will look very similar to the Direct Deposit notice or check stub the user is currently receiving.

Employee Demographics will show:

[pic]

When an employee needs to change information, they will hit the Edit button and enter the correct information on a second screen:

Example: Address Change:

[pic]

The employee will hit Update after entering the correct information. This will update the information in WinCap and on WinCapWeb.

Year To Date Totals will show:

[pic]

NOTE: The user can select any year (calendar vs. fiscal), any quarter or any month by changing the selection at the top.

Attendance Activity will show:

[pic]

NOTE: Any date range can be entered. If the time period crosses fiscal years, each year will display separately on the screen. This information can be printed as a report when “Print as PDF” is selected.

Paycheck Printing Elections is where the user can opt out of receiving paper direct deposit stubs:

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download